Implementing virtual workspaces for clinical research at an academic health center: A case report

The challenges of sharing clinical research data are addressed through the implementation of cloud-based virtual workspaces, which can enhance collaboration among researchers while maintaining data security. In this report, the authors provide a case study of the deployment of virtual workspaces at UMass Chan Medical School and detailing the formation of a Research Informatics Steering Executive workgroup to guide the implementation process. The workgroup identified key requirements, implemented Amazon WorkSpaces, and established configurable data management for research support. The case study also highlights the importance of ensuring patient data privacy and security and the value of continuous feedback collection. Key lessons from the case study include the significance of collaboration, balancing user-friendliness and functionality, flexibility in data management, maximizing workspace efficiency within budget constraints, and continuous user feedback. Successful implementation of virtual workspaces can support secure, collaborative research, ultimately advancing medical knowledge and improving healthcare outcomes.

Methods
This dataset was collected from our AWS system, capturing the usage of a virtual desktop environment by researchers. The data reflects the total hours spent and the associated costs for each session. Each entry corresponds to a unique deidentified user ID, ensuring that all personal identifiers were removed to maintain confidentiality. The data was systematically processed to anonymize user identities while preserving the accuracy of usage metrics. The total hours represent the time each user spent on the virtual desktop, and the total cost indicates the expenses incurred during that period. This information was used to derive Figure 2.